Export Equivalencies from TES

This article provides methods and instructions for exporting equivalencies from TES®. Individuals with the appropriate user rights can export equivalencies for use within the Student Information System (SIS) to assist with reporting or for general review.

In this article:

Options for Exporting Data

There are three main areas for exporting equivalencies from TES®:

  1. All Closed Evaluations;
  2. The Equivalency Search within the Equivalency Batch Editor; and
  3. The Equivalency Export.

Which of these an institution chooses to employ to extract data will depend on the data needs of the institution.

All Closed Evaluations

Individuals with the MANAGE EVAL user right can export closed evaluation tasks that resulted in equivalencies. Institutions may opt to export data through this means rather than the Equivalency Export when needing to view or report on the assignee and/or creator of the evaluation task.

Equivalency Search within the Equivalency Batch Editor

Individuals with the CREATE EQ user right can export equivalencies using the Equivalency Search. Institutions may opt to export data through this means rather than the Equivalency Export when needing to view or report on particular subsets of equivalencies or those containing specific Public Notes or Private Notes.

Equivalency Export

TES Administrators can use the Equivalency Export to extract equivalency data from TES®. This report is the most comprehensive export option and would be the method institutions would want to use to retrieve data for export to the Student Information System (SIS).

Equivalency Export

To retrieve an export file:

  1. Go to the Manage menu.
  2. Select Equivalency Export.
  3. Use the search criteria below to target the equivalencies that need export.
Equivalency Export search criteria, as described below.
Select to see a larger version
Field Instructions
Export Output

Use the radio buttons to select one of the following outputs:

TEXT

Create a .txt file

SCREEN

Send output to a browser tab
Delimiter

Use the radio buttons to select one of the following means in which to separate fields and associated data:

Tab

Uses a <Tab> character as the separator

Pipe

Uses a pipe ( | ) character as the separator
Include Course Tags

Use the radio buttons to select one of the following options:

No

Do not include Course Tags in the output

Yes

Include Course Tags in the output

Date Range

Enter, or use the calendar button, to find the FROM and TO dates to apply

The first and last day of the current month display by default


Use the radio buttons to apply the date range to the following criteria:

Create Date

The date the equivalency was created

Last Edit Date

The date the equivalency was last modified

Both

Include equivalencies created and/or edited on/between the date(s) noted
EQ Status

Use the radio buttons to select from the following:

Active

Those equivalencies which have a Begin Date that has passed, but an End Date that has not yet occurred

In-Active

Those equivalencies which have a Begin Date in the future, or an End Date that has already passed

An equivalency with a Begin Date of tomorrow would be considered In-Active

Both

Equivalencies with any or no Begin Date and End Date
Public View Visibility

Use the radio buttons to select from the following:

Public

Equivalencies visible within the TES® Public View

Hidden

Equivalencies hidden from the TES® Public View

Both

Equivalencies visible within and hidden from the TES® Public View


An equivalency is visible within the TES® Public View unless the Public View Hide? checkbox is marked when creating/editing the equivalency
Institution

College, university, or organization the course is from

(select from the drop-down or search across all institutions [SHOW ALL INSTITUTIONS])    
Institution Identifier

Mark the checkbox(es) to the left of the identifier(s) to be included in the export:

OPEID

U.S. Department of Education Office of Postsecondary Education (OPE) institution ID number

IPEDS

Integrated Postsecondary Education Data System (IPEDS) institution ID number

CEEB

College Entrance Examination Board (CEEB) institution identifier code

PESCGEO

Postsecondary Electronic Standards Council (PESC) Global Education Organization (GEO) institution identifier code


Interpreting the Data

When exported to Notepad as a tab-delimited file, data will take on the below format:

Example data exported to Notepad

The .txt file can be sent directly to the institution's IT team to assist with loading equivalencies into the Student Information System (SIS).

The TES Administrator can also copy the data into Excel to make it more readable:

Example data exported from Notepad and copied into Excel
Select to see a larger version

Export File Specifications

The below charts will assist with understanding the layout of the data in the export file.

Transfer Institution

Chart list field names included in the export that pertain to the transfer institution, along with an example of data that might appear in each. It's noted that in the example, the course was reviewed from the 2022 2023 catalog, explaining why the Send Edition Low Year is 2022 and the Send Edition High Year is 2023. Since multiple courses can be evaluated together, the export file contains headings for up to 10 transfer courses. If only one course is evaluated, then the rest of the columns will be blank. An asterisk indicates optional codes based on the course identifiers selected.

Home Institution

It's noted that in the example, the equivalent course was selected from the 2022 2023 catalog, explaining why the Receive Edition Low Year is 2022 and the Receive Edition High Year is 2023. Since a course can have multiple equivalencies, the export file contains headings for up to 10 home courses. If only one equivalency is identified, then the rest of the columns will be blank. The export file will detail the Begin Date and End Date of the equivalency, the TES user who created it, and the date and time it was created and last edited. It will also note whether the equivalency is hidden from the Public View, and any comments that are in the Public or Private Notes.

Demonstration Video

The following video provides an overview of the Equivalency Export functionality as described above.

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